1. Introduction

Kanban Logistics ("we", "us", "our") is committed to protecting the personal data of everyone who uses this application. This Privacy Policy explains what personal data we collect, how we use it, and your rights regarding that data, in accordance with the General Data Protection Regulation (GDPR – Regulation (EU) 2016/679) and the Belgian Law of 30 July 2018 on the Protection of Natural Persons with regard to the Processing of Personal Data (Wet van 30 juli 2018 betreffende de bescherming van natuurlijke personen met betrekking tot de verwerking van persoonsgegevens / Loi du 30 juillet 2018 relative à la protection des personnes physiques à l'égard des traitements de données à caractère personnel).

The majority of personal data processed by this application is held in Belgium. This application is operated exclusively for the purpose of managing logistics ticketing and related operational activities. Use of this application constitutes acceptance of this policy.

2. Data Controller

Kanban Logistics is the data controller for personal data processed through this application. If you have any questions about how your data is processed, please contact us at info@kanbanagency.com.

3. What Data We Collect

We collect only the personal data that is necessary to operate this application:

• Account information: your name and email address used to log in.
• Activity data: records of actions you perform within the application (e.g., ticket creation, report generation, file downloads) for audit and operational purposes.
• Application data: logistics ticket information, supplier, customer, transporter, and plant associations linked to your account.

We do not collect sensitive personal data (e.g., health information, financial data, or data revealing racial or ethnic origin) unless expressly required by the nature of a specific logistics transaction and with your explicit consent.

4. Legal Basis for Processing

We process your personal data on the following legal grounds:

• Contract performance (Article 6(1)(b) GDPR): processing is necessary to provide you with access to and use of this application.
• Legitimate interests (Article 6(1)(f) GDPR): we maintain activity and error logs for security, fraud prevention, and operational integrity of the platform.
• Legal obligation (Article 6(1)(c) GDPR): we may retain certain records where required by applicable Belgian law or regulation.

5. How We Use Your Data

Your personal data is used solely for the following purposes:

• Authenticating your access to this application.
• Enabling you to create, view, update, and report on logistics tickets.
• Maintaining an audit trail of application activity for operational and compliance purposes.
• Diagnosing and resolving technical errors.
• Sending system-related notifications (e.g., account activation, password reset).

We do not sell, rent, trade, or otherwise transfer your personal data to any third party for commercial or marketing purposes. Data is not used for profiling, automated decision-making, or any purpose unrelated to the operation of this logistics application.

6. Data Retention

We retain your personal data for as long as your account is active or as needed to provide you with the services of this application. Activity and error logs are retained for a limited operational period to support security and debugging needs. When data is no longer required, it is securely deleted or anonymised.

7. Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, disclosure, alteration, or destruction. These measures include encrypted storage of credentials, secure session management, access controls based on user roles, and activity logging.

8. Your Rights

Under the GDPR and Belgian data protection law, you have the following rights:

• Right of access (Article 15 GDPR): you may request a copy of the personal data we hold about you.
• Right to rectification (Article 16 GDPR): you may request correction of inaccurate or incomplete data.
• Right to erasure (Article 17 GDPR): you may request deletion of your data where it is no longer necessary for the purpose it was collected.
• Right to restriction (Article 18 GDPR): you may request that we restrict processing of your data in certain circumstances.
• Right to data portability (Article 20 GDPR): you may request a machine-readable copy of the data you have provided to us.
• Right to object (Article 21 GDPR): you may object to processing based on our legitimate interests.

To exercise any of these rights, please contact us at info@kanbanagency.com. We will respond within 30 days as required by the GDPR.

9. Right to Lodge a Complaint

If you believe that the processing of your personal data infringes the GDPR or applicable Belgian data protection law, you have the right to lodge a complaint with the Belgian supervisory authority:

We encourage you to contact us first at info@kanbanagency.com so that we can address your concern directly before you escalate to the supervisory authority.

10. Third-Party Services

This application may use third-party infrastructure providers (e.g., hosting, email delivery) solely to operate the service. These providers act as data processors under our instruction and are bound by appropriate data processing agreements in accordance with Article 28 GDPR. They are not permitted to use your data for any other purpose.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in the application or applicable legislation. Any significant changes will be communicated to users. The date at the top of this page reflects the most recent revision.